Name: Congruent Software Inc
Address: 4205 148th Ave NE Suite 200, Bellevue, WA, 98007, US
Telephone: +1-844-567-5232

1. Why Approval Workflows Matter in Business Central

Every growing business need control, visibility, and accountability. In Microsoft Dynamics 365 Business Central, approval workflows play a key role in maintaining that control. They define who can approve a document, how it moves through the process, and when it can be released.

As your company scales, efficient approval processes are essential for organizations to maintain control, accuracy, and accountability. Each process may require different conditions, rules, and approvers. In most cases, documents require approvals at multiple levels from header-level approvers who review the whole document and line-level approvers who review individual lines.

To address this, our Business Central consultants have customized two workflows in Microsoft Dynamics 365 Business Central to manage the approval process in a structured and automated way.

2. Header-Level vs. Line-Level Approvals in Dynamics 365 Business Central

In Microsoft Dynamics 365 Business Central, approval workflows can work at header level and the line level. Understanding the difference between these two helps business leaders design approvals that match their company’s structure and risk level.

What is a Header-Level Approval Workflow in Business Central?

A header-level approval applies to the entire document, such as a purchase order, sales order, or journal batch. When the workflow starts, the system locks the whole document until it is approved.

This model works best for end-to-end document approvals, where one approver reviews the full request before it moves forward.

Business Central includes standard workflow templates for these scenarios. You can use them to automate approvals without custom development. They ensure every transaction meets internal policies before posting.
What is a Line-Level Approval Workflow in Business Central?

A line-level approval focuses on each line item within a document. This type of workflow is useful when different items need separate approvers. However, line-level approvals are not supported natively for sales and purchase documents in standard Business Central.

Achieve true line-level control, you need custom development using AL code or Power Automate integration. These options allow businesses to create detailed approval logic that fits their needs without disrupting standard workflows.

Choosing between header-level and line-level workflows depends on your business model. If your approvals are centralized, header-level workflows are faster and easier to manage. If your departments require separate review and control, line-level workflows with Power Automate or extensions deliver better precision.

3. How to Configure Header-Level Approval Workflows

Setting up header-level approval workflows in Microsoft Dynamics 365 Business Central helps organizations maintain control over financial and operational processes. With a proper setup, you can ensure that no document gets posted without the right approval.

Requester Sends for Approval

When the requester clicks ‘Send for Approval.’ The Header-Level Workflow is activated. Header-level approvers receive notifications. But both document Status & line-Level Status will be in the ‘Pending’ stage.

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Supervisors review and approve the document. Once all header-level approvers approve, the Line-Level Workflow is triggered.

Each Transactional approver reviews the lines assigned to their program. Once all line-level approvers approve, the system updates the Document Status to Released.

This ensures that no document is released until all approvers at both levels have completed their review.

4. Handling Rejections and Cancellations

When Requester Cancels Approval

Both header and line statuses return to Open. The document can be edited and resubmitted for approval.
Header-Level Rejection

If a header-level approver rejects the entire document (header and lines) reverts to Open. The requester can make corrections and resubmit.
Line-Level Rejection

If a line-level approver rejects only the specific program’s lines revert to Open. The requester can update the rejected lines and resend for approval without affecting approved lines.

5. Key Benefits of Multiple Approval Workflows in Business Central

To maintain accuracy and control:

Two-Stage Approval: Header (Supervisors) → Line (Transactional approvers)
Sequential Flow: Line approvals triggered after header approvals
Flexible Handling: Supports cancellations, rejections, and partial re-approvals
Automated Notifications: Approvers are notified at the appropriate stage
Controlled Release: Document status changes to released only after full approval

6. Build Scalable Approval Workflows

Approval workflows in Microsoft Dynamics 365 Business Central help maintain consistency, control, and accountability across financial and operational processes.

They ensure that every purchase, sales order, or journal entry follows an approved chain, minimizing risk and ensuring compliance.

While header-level approvals work well for most organizations, line-level approvals can deliver finer control for specific transactions. By implementing dual-level workflows, we have created a robust, sequential, and transparent approval process in Business Central. This customization ensures documents are thoroughly reviewed, accountability is maintained, and premature releases are prevented.

Talk to our experts to design, optimize, and automate multiple approval workflows that align with your business rules, department structure, and financial goals.

How to Manage Multiple Approval Workflows in Business Central